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Administrative Program Coord Chairs Office | Western Psychiatric Hospital

Description

The University of Pittsburgh’s Department of Psychiatry and its affiliate hospital, UPMC Western Psychiatric Hospital, are known for exceptional academic and clinical accomplishments. Our priorities include:

  • Providing the highest quality care for patients of all backgrounds and identities, and their families
  • Equitably promoting the career development of faculty, trainees, and staff.
  • Actively expanding representation of minoritized communities in science and health care practice and leadership.
  • Pursuing the discovery and dissemination of new scientific knowledge to develop personalized and preventative treatments.
  • Partnering with community members to better understand and meet the needs of the individuals we serve. 

The Chair’s Office is responsible for the overall administration of the Department of Psychiatry, its activities, and faculty.  The Administrative Program Coord Chairs Office will serve as a critical member of the Chair’s administrative team. As such this person will serve as the point of first contact for all visitors to the office, be responsible for the smooth operations of the Office, and team with other administrative staff to work on projects and ongoing tasks. These tasks range from receptionist duties to overseeing fiscal reimbursements and purchasing to organizing educational activities and seminars to managing website and intranet site content.     

 

Purpose:
This position includes coordinating and monitoring management activities of the Department of Psychiatrys Office of the Chair, as well as assisting with new initiatives and special projects. This individual will also serve as a resource to administration, management, senior staff, and faculty. The incumbent must have experience with higher education or hospital environments, as demonstrated by the ability to coordinate multiple tasks in a complex environment, and the ability to work well with various levels of faculty, staff, and outside agency representatives.


Responsibilities:

  • Serve as the administrative office manager.
  • Assist with effective day-to-day operation of the Chairs Office and the Chairs meeting schedule Responsible for scheduling and managing the weekly meetings of the Chairs staff and tracking action items.
  • Reconcile expenses and reimbursements for departmental operations, utilizing both the University and UPMC financial systems.
  • Manage the Department website editorial calendar, schedule news stories, track edits to website, assign tasks and track progress, and work with Office of Academic Computing staff on projects related to website and intranet site PsyHub.
  • Attend and provide minutes for operations, faculty, and other meetings as requested.
  • Coordinate/organize administrative activities and functions across academic programs such as educational workshops, information collection.
  • Provide administrative support to the Departments Lecture Series and the Translational Neuroscience Lecture Series, including advertising, scheduling and staffing lectures, and preparing applications for continuing medical education credit.
  • Organize Postmortem Diagnostic Conferences for the Translational Neuroscience Program Maintain and provide marketing information and public relations services, and attend events as requested including Faculty Meetings, DEI Town Halls, and Faculty Workshops.
  • Assist leadership to prepare annual reports Prepare documentation, reports, compose and edit correspondence.
  • Maintain files, databases, and tracking systems.
  • Provide support/assistance to senior administrative staff and leaders as needed.
  • Demonstrate excellent written and verbal communication skills.
  • Committee participation and completion of committee work including communication of outcomes.

Qualifications

  • At least a Bachelor's degree.
  • A minimum of 3 years experience in a relevant hospital, clinical, academic or research setting.
  • Supervisory experience preferred.
  • Ability to get along with others and engage.
  • Excellent organizational and communication skills.
  • Ability to quickly learn new skillsets and assume new responsibilities.
  • Computer skills including knowledge of Access, Excel and experience with word processing (Microsoft Word).

Licensure, Certifications, and Clearances:

  • Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

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